Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship LevelA (least hardship)
Family TypeFamily
Residential location (if applicable)
GradePR3
Staff Member / Affiliate TypeProfessional
* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff memberโs country of nationality.
In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-04-01
Job Posting End DateNovember 28, 2023
Standard Job Description
Archivist
Organizational Setting and Work Relationships
This job may exist in HQ, Bureau, or Country Operations. The incumbent may report to the Records and Archives Section, a Bureau or a country operation. In both cases, the job should follow the Records and Archives policies, standards, and guidance. The incumbent may supervise staff and work in partnership with other information management related functions. The role is to implement best practices for managing UNHCR's information during the complete lifecycle, from the planning and creation stage until the disposition of temporary information or i-preservation in UNHCR's archives.
All UNHCR staff members are accountable for performing their duties, as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR, which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies, and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Design and implement programs for the organization, preservation, integrity, authenticity, and accessibility of records.
- Apply UNHCR's access policy to information and archives.
- Implement and administrate records management, archives, and digital preservation platforms
- Develop guidance and best practices on information and records and archives management.
- Prepare and apply records schedules to physical and digital records
- Develop and implement strategies for the digitization of physical records
- Assist units and offices in HQ and Field to transfer physical and digital information of long-term value.
- Participate in outreach activities.
- Facilitate the implementation of the records and archives management policy and advise on information governance for digital and physical material.
- Provide training on how to manage information, transfer knowledge, and use institutional memory.
- Develop Standard Operating Procedures (SOPs on information and records and archives management).
- Oversee the disposition process.
- Contribute to the creation of MS Teams or Share Point sites and map content to e-SAFE or other records and archives management systems.
- Support Records Management focal points.
- Promote information governance best practices.
- Identify and provide context on material for the Archives in digital and physical format and facilitate the transfer.
- Manage and document communications with internal and external researchers seeking access to or information from UNHCR information resources.
- Advise researchers on the availability of and restrictions on archives collections, offering guidance to identify relevant research content where required.
- Conduct on-demand research on behalf of UNHCR staff members where necessary, assisting and advising on archives collections of relevance to their subject.
- Take the lead in conducting declassification activities following UNHCR access policy.
- Analyze research trends to anticipate future access demand and to assist in resource allocation.
- Coordinate and participate in the supervision of researchers in the archives reading room.
- Coordinate and project manage archival description tasks and creation of finding aids.
- Coordinate and project manage catalog development tasks including preparing data for upload to UNHCR's archives catalog, improving existing catalog descriptions where required.
- Oversee the web archive service
- Be responsible for the pre-ingest preparation of data sets.
- Implement the Digital Preservation System (DPS).
- Manages digital curation and preservation tasks, looking at critical functions within DPS, in particular, the preparation of Submission Information Packages for the Digital Preservation -System.
- Manages the ingest of electronic content into the DPS.
- Develops policies and procedures relating to Digital Preservation.
- Implements integrations between the DPS and other critical UNHCR systems.
- Manages long term preservation projects with DIST and external parties.
- Develops additional RAS initiatives related to the care of born-digital materials.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other duties related to the management of information and records, and archives.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
Field(s) of Education
Information Management, Archival Management, History
or other relevant Field.
Certificates and/or Licenses
Archives/Record Management
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
6 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Experience with Enterprise Content Management systems with Records Management capacity. Sound operational knowledge and experience of office automation and electronic records management. Experience with digital archives with knowledge of current trends, tools, best practices, policy development, and issues associated with electronic records and their preservation. Familiarity with archival metadata standards. Sound knowledge of Digital Preservation theory and practise. Proven ability to deal with multiple tasks in a courteous and service-oriented manner in demanding working conditions that often have short deadlines.
Desirable
Knowledge and exposure to UNHCR Mandate, its principles, and policies towards refugees and the persons of concern to UNHCR. Experience with Web Archiving and Digital Preservation Systems.
Functional Skills
RC-Audiovisual archives (appraisal, standards, preservation, description)
RC-Digital archives delivery and management
RC-Enterprise content and records management systems
RC-Information appraisal
RC-Records and archives program implementation
RC-Records Management and Archives Principles, practices and Standards
RC-Records management functional systems administration
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The successful candidate should have:
- Planning and project management experience, and ability to handle multiple activities
- Capacity to work independently but at the same time to collaborate with other colleagues in RAS and in the bureaus.
- Training and coaching skills
- Excellent communication and networking skills
- Ability to map and analyze business needs and adapt solutions according to specific needs
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel
Nature of Position:
The selected candidate will report to the Chief of Records and Archives Section (RAS) based in Geneva but will work in the Regional Bureau of MENA supporting the operations in two regions, MENA and Europe. The position is expected to support operations outside these two regions when needed.
The position is one of the four archivist positions based in the regions and will work in close collaboration with the other regional archivist. The Archivist - Record Management in Amman will receive general guidance from the Chief of Section and expert at Headquarters but is expected to work independently.
The Archivist - Record Management works closely with the Bureauxโs Senior Management and a network of appointed focal points. Together they develop and implement an annual RAM work plan for MENA and Europe regions and will report on progress to the Records and Archives Section and to the Directors and senior managers in the Bureaux.
The position is subject to rotation on a 4-year timeframe.
Living and Working Conditions:
Amman is a category \"A\" Duty Station.
Staff members assigned to Amman reside in private accommodation.
Food and other commodities are widely available in the local shops and markets.
Additional Qualifications
Skills
EducationBachelor of Arts (BA): Archival Management, Bachelor of Arts (BA): History, Bachelor of Arts (BA): Information Management
CertificationsArchives/Record Management - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium Add. 1 to Bi-annual Compendium 2023 - Part B
Additional Information
Functional clearanceThis position requires Functional Clearance